Take initiative in helping prioritise and manage the Acting Director of IT workload and own workload to meet specific deadlines
Set and ensure that deadlines are met by monitoring of progress and follow up where necessary
To develop, manage and ensure the effective maintenance of electronic and manual filing and record keeping systems
Responsible for managing and maintaining the smooth running of the Acting Director of IT diary (and their deputies if appropriate) and use independent judgement to prioritise work schedules when necessary in accordance with changing priorities, liaising with all relevant parties in an efficient and effective way. To ensure the efficient use of diary time
Planning, organising and maintaining diaries – making appointments, dealing with any issues appropriately and ensuring effective time management
Autonomously manage, provide and maintain a high level of personal administration/secretarial services as required in the production of reports, papers, presentations and other documents including adhering to deadlines. Collecting and collate data required and accurately assimilating information in the production of documents.
To provide a full administrative/secretarial service for meetings of a significant nature preparing and compiling agendas and papers, circulating papers, taking and transcribing formal minutes within agreed timescales and protocols where confidential information may be discussed and judgment will need to made in relation as to how minutes are recorded sensitively and accurately.
Organising packs for meetings, chasing outstanding items for meetings to ensure the meetings run smoothly.
Following up action, be sensitive and have some knowledge of issues under discussion and organising meetings, booking rooms/venues, arrange hospitality
Manage/Assist with arrangements of away days and other corporate events
To ensure that the Acting Director of IT and their deputies are fully briefed in advance of meetings with all relevant paperwork/agendas, and ensuring that they are readily available electronically
Responsible for and play a key role in internal/external communication, building effective networks and communications with individuals within those organisations regarding the activities of the Acting Director of IT, their deputies and Digital Services.
Composing, preparing, typing and sending out correspondence with and without manager’s for approval as appropriate.
To receive, screen and make telephone calls. This will include dealing with enquiries from outside sources, resolving enquiries when possible taking messages or redirecting calls as appropriate and ensuring that adequate and timely action is taken. Obtain additional information where necessary
Act as a point of contact for a wide range of queries from internal and external sources, ensuring that all enquiries are personally handled in a professional, courteous and effective manner, or redirected as Receive visitors in a friendly manner with tact and discretion. Act as first point of contact for all incoming calls, visitors, internal and external stakeholders.
Demonstrate a high degree of professionalism when dealing with all staff including senior and influential stakeholders.
Contribute to streamlining systems and processes as appropriate to allow the free-flow of information
Contribute to departmental procedures
To provide ad hoc support to the other deputies when required
To work cohesively and undertake regular liaison with the Acting Director of IT and their deputies taking the opportunity to highlight any areas of concern and potential conflicts
Work as a member of the team in a supportive, co-operative manner, sharing information and liaising with colleagues to provide support and cover when required
Be fully conversant with the activities of KMPT in order to liaise effectively with all staff including senior colleagues, relevant internal and external organisations at regional, national and international levels
Escalate where necessary once appropriate steps have been taken and failed to resolve the issue.
Continued Professional Development
To attend and contribute to meetings and forums, supervision, training courses, workshops etc. to ensure enhancement and development of current working practices.
To participate in all personal review meetings and take responsibility for personal and professional development. Responsibility for developing CPD in your role, and the services provided, employing industry standard approaches and knowledge.